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Job Description

A Pinnacle Executive Assistant is responsible for supporting Director of Operations, Managers and HR by ensuring administrative responsibilities are managed efficiently, stakeholders' time is leveraged effectively, and company initiatives are executed in a timely and organized manner. The Executive Assistant is also responsible for championing the culture of Pinnacle by creating a positive and collaborative work environment with each member of the team.

Responsibilities:

• Maintains Director of Operations appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, maximizing productivity

• Maintains confidentiality and effective records management

• Prepares reports, presentations and business documentation accurately and professionally.

• Implementing optimal cadence for multiple meetings

• Coordinating office events, employee engagement activities and business meetings

• Arranging resources and lunches necessary for an event or meeting

• Managing office purchases, supplies and vendor coordination

• Responds promptly and professionally to employee inquiries.

Tactics & Habits of Strong Executive Assistants

Strong Executive Assistants support Director of Operations, Managers and HR team by understanding priorities, coordinating activities, maintaining alignment across stakeholders and delivering high-quality administrative support with ownership and accountability.

Understand

The Executive Assistant develops a strong understanding of priorities, business operations and organizational needs.

Understand Director of Operations schedules, priorities and deadlines.

• Anticipate administrative needs before they become urgent.
• Maintain awareness of ongoing programs, meetings and organizational activities.

Understand confidential business information and handle it appropriately.

• Develop strong working relationships with employees and vendors.
• Stay organized while managing multiple priorities simultaneously.

Solve

The Executive Assistant identifies and resolves administrative and operational challenges proactively.

Coordinate schedules to maximize India stakeholders’ productivity.

• Organize meetings, conferences and travel arrangements efficiently.

Manage records, documentation, and databases effectively.

• Resolve office-related inquiries and administrative issues promptly.
• Coordinate office events and community engagement initiatives.
• Ensure meetings and activities have clear objectives and are appropriately prioritized.

Deliver

The Executive Assistant executes consistently with urgency, professionalism and attention to detail.

Execute administrative responsibilities accurately and professionally.

• Welcome and assist employees professionally in person and over the telephone.

Deliver organized administrative and operational support.

• Coordinate purchasing of equipment supplies and other office-related items.
• Arrange lunches, meeting resources, and event logistics.
• Partner with Managers and HR to resolve operational inquiries.
• Respond to employee requests and inquiries within appropriate timeframes.

Align

The Executive Assistant promotes efficiency and alignment across teams and business activities.

Ensure stakeholders and organizational alignment.

• Facilitate clear communication across departments and teams.
• Support organizational initiatives and projects. Coordinate meetings and programs.

Support culture, collaboration and organizational success.

• Contribute to a positive, collaborative workplace culture.
• Maintain consistency and professionalism in administrative processes.

Qualifications:

• Bachelor’s degree required
• 3+ years’ experience as an Administrative Assistant
  • 1+ years of Executive Assistant experience preferred
• Ability to gather and manage data from multiple sources; highly organized
• Excellent verbal and written communication skills
• Demonstrated “can-do" approach and the ability to work efficiently and creatively
• Ability to identify and prioritize objectives while managing daily requirements
• Self-starter, proactive approach in identifying and improving processes and systems 

Equipment and Software Knowledge  

• Microsoft Office Applications
• Zoom 
• IFS (preferred) 
• Workday (preferred) 
• CRM (Microsoft Dynamics or Salesforce preferred) 

Direct Reports  

There will be no direct reports to this role 

Working Environment  

• Conditions may include working inside and/or outside.  May work around office machinery with moving parts and moving objects.  Working near radiant and electrical energy.  Working closely with others or working alone.  Working extended or irregular hours and travelling by all possible modes of transportation. 

Physical Job Requirements  

• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, lift and carry under 30 lbs., and perceive depth. 

Tools and PPE Requirements  

• Equipment (machines, tools, devices) used in performing the essential job function include but not limited to computers and related equipment, calculators, copiers, fax machines, and telephone.